The National Women's History Museum seeks a highly motivated, resourceful, and detail-oriented professional to serve as Senior Associate of Operations and Administration. This position will report to the President and CEO and will work closely with staff and the Board of Directors. While this position reports to the CEO, this is a cross-organizational role that works across many areas of the organization and requires exceptional interpersonal skills and the ability to work autonomously across a variety projects in a mostly-remote environment.

The Senior Associate of Operations and Administration provides exceptional support, including coordinating Board meetings, event management, calendar management and meeting preparation for the senior leadership team. The Senior Associate of Operations and Administration also works closely with our Education, Development, and Communications teams, with a focus on national events and donor relations  management.

With excellent interpersonal and organizational skills and a commitment to responsive service, the Senior Associate of Operations and Administration is proactive in anticipating needs and balancing multiple projects and priorities. The person in this role can handle confidential and time-sensitive information with the highest degree of integrity and is willing to support the advancement of the Museum’s culture and mission.

The role requires a highly motivated, resourceful and responsive individual with effective leadership and team building abilities, personal drive and a sense of urgency, emotional intelligence, and strong attention to detail. The position provides an excellent opportunity to learn the business of management and organizational development.

This position is located in Washington, D.C. and requires an average of one to two days a week in the office. The rest of the time will be virtual, and applicant must have reliable access to internet.

About Our Team:
NWHM believes strongly that our values represent who we are as individuals, and as a team. These are the values that matter to us personally. We look for these values in others with whom we want to work.

Our core values:

1. Communication + Transparency
2. Strategic + Mission Driven
3. Respect
4. Excellence
5. Collaborative + Problem Solving
6. Fun + Flexible
7. Kindness + Positivity

NWHM also has a set of diversity, equity, inclusion, and accessibility (DEIA) values which support how our organization approaches and lives its DEIA values.

ESSENTIAL RESPONSIBILITIES:

1. Operations Support:

Marketing and Communications:

• Support the Education and Communications teams with event coordination for all major events held by the Museum
  • Event coordination and project management support for programs like the American Women Quarters program with the US Mint
  • Event coordination and project management support for the annual Women Making History Awards Gala
  • Local DC event support – e.g. DC5K
• Over time: broader event support as new exhibits open (e.g. Faith & Freedom or I am Woman)

Development:

• Support Sr. Director of Development with donor relations: running reports, assuring thank you letters have been sent, etc.
• Understand and assume responsibility for systems and processes for working with donor donations (Downloading reports from Authorize.net, ensuring things are coded correctly, downloading LockBox reports, depositing checks, etc.)
• Support the transition to a new donor and customer management system

Organizational Administrative Responsibilities:

• Manage and oversees weekly staff meetings and quarterly in-person meetings.
  • Supports development of in-person team building events and virtual networking for the success of a remote work environment
  • Fosters a culture of fun and collegiality
• Manage the Museum’s intern program – supporting recruiting, onboarding, and integrating interns into their respective projects and departments
• Support other administrative functions like email tracking, light editing, mail distribution, IT admin (slack), website updates, constant contact, scanning of mail for virtual distribution
• Help onboard new employees (structure welcome packet, presentation, strategic plan, values, and manage introduction to key staff and support services) – as needed

Information Management Responsibilities:

• Support the management of information in a primarily virtual office

• Keep track of internal processes – an annual performance review process and working with finance and operations on policies and procedures that all employees must have and sign
• Keep track of staff materials – ensuring team members regularly upload their work to our knowledge management software, Box
• Keep track of staff equipment – both access passwords as well as physical equipment like laptops, etc.
   

2. Board/Committees Management

• Act as a liaison to the Board of Directors, which includes scheduling; maintaining records; organizing all Board of Directors’ meetings and taking minutes; drafting Board and Committee meeting agendas, preparing, organizing, and distributing the Board of Directors’ packet
• Write, proofread, edit, facilitate, and file meeting minutes, Board governance documents, and reports requiring multiple senior leadership input. (Use of AI approved and encouraged)
• Update and maintain various Board documents and tracking worksheets on a regular basis
• Support the scheduling and attendance of Committee meetings
• Lead the planning of meeting agendas, track committee work plans, coordinate meeting materials, and draft and obtain the approval of meeting minutes
• Prepare on-boarding materials and coordinate the orientation of new Directors
• Assist Governance Chair in support of governance procedures and policies
• Assist Finance Chair in support of annual State filings
   

3. Executive & Administrative Support:

Executive Responsibilities:

• Provide support to the President and CEO, which includes:
  • Conduct research and information gathering on behalf of the CEO and prepares summaries and reports;
  • The ability to understand and stay on top of multiple projects, consulting teams, and internal projects to help the CEO prioritize her time accordingly;
  • Scheduling; maintaining confidential matters;
  • Develops positive and strategic relationships at all levels of the organization; and
  • Juggle multiple calendar coordination in a professional and timely manner.
  • Provide and develop presentation and additional materials for leadership and Board members (presentation, talking points, etc.)
  • Work strategically alongside CEO for development of key operational systems and processes like HR / Benefits / Performance Management / etc.

Minimum Qualifications

• Minimum of five-seven years of experience working in office administration, preferably with senior leaders. Candidates who have taken a career-break are also encouraged to apply
• Bachelor's degree
• Demonstrated initiative and proactive approach to problem-solving with decision-making capability
• Excellent attention to detail
• Strong written and verbal communication skills, including proofreading
• Ability to work well with others at varying levels in an organization
• Organizational skills that reflect ability to prioritize multiple tasks with attention to detail and timelines, and ability to adapt to changing circumstances
• A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and/or is usually of a personal or sensitive nature
• Highest level of integrity and ability to handle confidential information with discretion.
• Technologically savvy and proficient in digital platforms including Microsoft Office (Outlook, Word, Excel, PowerPoint), Slack, Zoom, DocuSign, Adobe Acrobat, Google Docs, etc.)
• Commitment to the mission of the National Women’s History Museum
• Experience within the museum and/or non-profit sector(s) a plus

Salary: Commensurate with experience, range of $72,000-$84,000.

Benefits include 100% employer-paid health insurance coverage for employee; short-term and long-term disability insurance; 403(b) match; and generous paid vacation and sick leave policy.

Please note, this is a hybrid position (virtual/in person) that requires some routine in-person work in our Washington, D.C. administrative offices, as well as in other Washington, D.C.-area locations as needed. To that end, we can only consider candidates local to the Washington, D.C. metro area.

To be considered for this position, please click here to fill out this application form and submit a resume and letter of interest (in Word or PDF) that outlines what most interests you about this position, your interest in the National Women's History Museum, and your qualifications for this role. Incomplete applications will not be considered. This position will be open until filled. No phone calls, please.
 

The National Women’s History Museum is an Equal Opportunity Employer.